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Rush Ebook Orders

Rush Ebook Orders

By Sarah Holsapple
about 7 hours ago

Scope: How to activate rush ebook orders and notify the interested parties of the activation.

Contact: Alaina Deane

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed:  

Date of next review:


Once a rush ebook has been ordered, the Rush Ebook Order Specialists from Monograph Acquisitions will forward an email to you similar to the image below.

  • First, look for the purchase information (highlighted in the red box below).
    • Note: Depending on the Order Specialist, this information may be in different places in the email – the Order Specialist may move the necessary information to the top of the email for convenience or they may type out the information for you

Screenshot of email from orderer that highlights notes at the bottom regarding the provider and who to email when e-book is activated

  • This section of the rush order will tell you important information like who's the supplier, if we have limited access or not, which subject specialist ordered the ebook, and who to contact when the ebook is accessible.

enlargement of email from orderer that shows supplier and notes, including note on who to notify


You will also need to find the ISBN on the order. This is usually listed a few lines below the title in the email.

  • Search for the title in Alma, by Electronic Portfolios and ISBN in the Institutional Zone

 

  • Searching by ISBN will display results for all copies we have of this title/edition. If we have access via another supplier/database, alert the Order Specialist immediately and provide the URL to the catalog record for easy access.

API is set up for several of our vendors and it will do its best to find the correct portfolio from the Community Zone, pull it into our Institution Zone, and attach the order. However, it is not perfect so please refer to refer to the "Vendors and Platforms used for Single-Title Ebook Purchases via GOBI" list on the Single Title Ebook Purchases page if needed.

  • Note: If the API attached the order to the wrong portfolio (or the correct portfolio but in the wrong collection) you must find the correct portfolio in the Community Zone, activate the title, and move the order to the correct portfolio. For a list of GOBI API Vendors click here.


Before activating the portfolio you want to test that our access has been unlocked. Click on the ellipsis on the right of the record and select Test access from the drop down menu. 


You will most likely get the following screen. Click on Display in a new window. This will open up the ebook in a new Tab. Once you have identified if our access is unlocked or not, return to the Alma screen and hit the back arrow above the Display in a new window text.


If our access is unlocked, click on the ellipsis again and this time select Activate.

If our access is not available yet, do not activate the portfolio. Continue to check back for available access. If the portfolio has been published (sometimes ebooks are ordered in advance of publication) and it has been over a week since we placed the order but our access is still not unlocked you can email our GOBI representative for assistance.


After you've activated the title in Alma, it's time to send a notification email. See template below. Replace the Title and URL with the appropriate information from Alma (be sure to include the proxy prefix). Refer to the original email with the order information to see who should be notified.

Hello,
The title Biotechnology, Human Nature, and Christian Ethics has been activated in the knowledge base and is available with the following URL:
https://login.proxy.lib.duke.edu/login?url=https://doi.org/10.1017/9781108385916
It should be available in the catalog and Summon in the next 24-48 hours or so.
Please don't hesitate to let me know if you have any questions or concerns.
Thanks,

Sometimes it will take a while for the title to pop up in Alma but since this is a rush order it's important to get the access URL to the subject specialist or patron as soon as possible. If the title is not available in Alma in the appropriate database, do a Google search for the title and the supplier. If we have access to the ebook on the correct supplier site, then we want to let the subject specialist/patron know.

  • Here is the notification email template for ebooks that aren't in Alma yet but we have access to the content:

Hello,
The title Learning the Language of Scripture: Origen, Wisdom, and the Logic of Interpretation is available with the following URL:
https://login.proxy.lib.duke.edu/login?url=https://doi.org/10.1017/9781108385916
This one isn't available in Alma yet so it may take a little longer for it to show up in our catalog. However, since this is a rush order I wanted to make sure you had access to the URL as soon as it was available.
Please don't hesitate to let me know if you have any questions or concerns.
Thanks,


  • ProQuest
    • ProQuest titles will automatically activate in Alma within 24 hours of being invoiced so thankfully some of our work might already be completed for us. If we have access but the title hasn't been activated in Alma yet, feel free to activate it. If it is already activated, all we need to do is to send the notification email.

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